Event Books Report | HotelKey Knowledge Base

Event Books Report Overview

Parent Hub: 🤝 Sales, Groups & Events Reports

Category: 🥂 Event Management (EventKey)

Target Roles: Catering & Event Directors, Banquet Event Managers, Group Sales Managers, Revenue Managers, Hotel Controllers, General Managers

Key Value: Evaluate event booking performance across financial lifecycle statuses, audit sub-event function revenues and space rentals, track attached group room block pickup and lodging yields, and analyze account manager assignments across catering channels.

Executive Summary

The Event Books Report is a comprehensive catering sales audit, function space revenue log, and group block integration document within the 🥂 Event Management (EventKey) category of the 🤝 Sales, Groups & Events Reports hub. Designed to deliver multi-dimensional financial and operational visibility over property event bookings, it correlates event status progression, sub-event function yields, and attached guest room block production across specified date ranges.

By organizing event data into 3 defined report sections: Revenue By Status, Revenue By Sub Event, and Revenue By Rooms, this report enables catering directors, sales leads, and hotel controllers to evaluate daily status-wise revenue totals (Revenue By Status), line-item sub-event function performance (Revenue By Sub Event), and guest room block contributions attached to catering contracts (Revenue By Rooms). It correlates event execution dates (Start Date, End Date) and lifecycle states (Event Status, e.g., CONFIRMED, CANCELLED, ENDED) with event classifications (Event Name, Sub Event Name, Event Type, Event Confirmation Number, Confirmation No, Group Number), marketing channels (Market Segment, Source), account management teams (Created By, Event Manager, Catering Manager, Service Manager, Conference Coordinator, Group Sales Administrator, Group Sales Representative), function space financial yields (Space Revenue, Package Revenue, Event Revenue, Sub event Revenue, Event Count), and attached lodging metrics (Room Nights, Total Contracted, Total Authorized, ADR, Room Revenue).

Key Capabilities

Three-Section Multi-Dimensional Revenue Structure: Evaluates macro status-based financial totals (Revenue By Status), detailed sub-event function space yields (Revenue By Sub Event), and attached guest room block lodging production (Revenue By Rooms).
Status-Based Revenue & Volume Audit: Itemizes daily event counts (Event Count), space rental yields (Space Revenue), package earnings (Package Revenue), and cumulative event totals (Event Revenue) disaggregated by event status.
Granular Sub-Event Function Tracking: Captures function-level titles (Sub Event Name), master confirmation numbers (Event Confirmation Number), booking sources (Source), and net sub-event revenues (Sub event Revenue).
Attached Group Room Block Yield Analysis: Integrates group block confirmation details (Confirmation No, Group Number), contracted commitments (Total Contracted), authorized limits (Total Authorized), room night volume (Room Nights), Average Daily Rate (ADR), and lodging revenue (Room Revenue).
Full Account Staffing & Role Accountability: Identifies assigned staff leads across all sales, catering, and operational roles (Created By, Event Manager, Catering Manager, Service Manager, Conference Coordinator, Group Sales Administrator, Group Sales Representative).

Report Views & Functional Breakdown

The Event Books Report presents catering, function space, and room block data across 3 defined sections:

┌────────────────────────────────────────────────────────────────────────┐
│                        EVENT BOOKS REPORT                              │
├────────────────────────────────────────────────────────────────────────┤
│                       3 Defined Report Sections                        │
├──────────────────────────┬──────────────────────────┬──────────────────┤
│ 1. Revenue By Status     │ 2. Revenue By Sub Event  │ 3. Revenue By    │
│    (Status Totals)       │    (Sub-Event Details)   │    Rooms (Block) │
└──────────────────────────┴──────────────────────────┴──────────────────┘

1. Revenue By Status Section (Status Totals)

Monitors daily event volume, space rental earnings, package revenues, and total gross event revenue disaggregated by lifecycle statuses.

Primary Use: Analyzing daily event volume, comparing confirmed versus cancelled event revenue, and auditing gross catering earnings.
Key Metrics: Start Date, Event Status, Space Revenue, Package Revenue, Event Revenue, Event Count.

Image 10-20-26 at 3.18 PM.png — Revenue by Status Section

2. Revenue By Sub Event Section (Sub-Event Details)

Tracks line-item sub-event functions, detailing sub-event names, master confirmation numbers, market segments, lead sources, assigned management teams, and function-level revenue yields.

Primary Use: Reviewing function-level space and package earnings, auditing catering team account ownership, and evaluating lead origin channels.
Key Metrics: Sub Event Name, Event Status, Event Type, Start Date, Event Confirmation Number, Created By, Market Segment, Source, Space Revenue, Package Revenue, Sub event Revenue, Event Manager, Catering Manager, Service Manager, Conference Coordinator, Group Sales Administrator, Group Sales Representative.

Image 10-20-26 at 3.21 PM.png — Revenue by Sub Event Section

3. Revenue By Rooms Section (Attached Room Blocks)

Audits guest room blocks attached to catering event agreements, detailing stay dates, confirmation numbers, room night volume, contracted/authorized allocations, average daily rates, and lodging revenues.

Primary Use: Evaluating total client value across both catering functions and guest room blocks, auditing room block pickup, and measuring group lodging ADR.
Key Metrics: Start Date, End Date, Event Status, Event Name, Confirmation No, Created By, Market Segment, Source, Event Type, Event Manager, Catering Manager, Service Manager, Conference Coordinator, Group Sales Administrator, Group Sales Representative, ADR, Room Nights, Room Revenue, Group Number, Total Authorized, Total Contracted.

Image 10-20-26 at 3.24 PM.png — Revenue by Rooms Section

Data Dictionary (Dynamic View Columns)

Customize your default view using the Configure (⚙️) icon on the report page. Below is the full data dictionary representing all 28 exact unique columns available across the 3 report sections, sorted in alphabetical order by column name:

💰 Financial Posting Logic: Figures in Space Revenue, Package Revenue, Event Revenue, Sub event Revenue, and Room Revenue reflect net charges posted for event functions or attached room blocks. ADR is dynamically calculated as Room Revenue ÷ Room Nights.

Column Name	Section Applicability	Description	Data Source / System Mapping	Includes Taxes & Fees?
ADR	Section 3	Calculated Average Daily Rate for attached guest room blocks (Room Revenue ÷ Room Nights).	Calculated: Net Group ADR	❌ No
Catering Manager	Sections 2, 3	Full name of the designated catering manager overseeing food and beverage functions.	Event Master > Catering Manager	N/A
Conference Coordinator	Sections 2, 3	Full name of the designated conference services coordinator managing event operations.	Event Master > Conference Coordinator	N/A
Confirmation No	Section 3	Primary unique alphanumeric confirmation ID assigned to the attached group block or room reservation.	Group Block Master > Confirmation ID	N/A
Created By	Sections 2, 3	User login or staff name of the individual who created the event record.	System Audit Trail > Created User	N/A
End Date	Section 3	Contractual end date (check-out date) of the event or attached group stay window.	Event / Block Master > Departure Date	N/A
Event Confirmation Number	Section 2	Primary unique alphanumeric confirmation ID assigned to the master event (e.g., `OXFBR008363`).	Event Master > Confirmation ID	N/A
Event Count	Section 1	Numerical count of events aggregated under a specific status on the target date.	Event Engine > Daily Event Count	N/A
Event Manager	Sections 2, 3	Full name of the primary sales or event manager responsible for the account.	Event Master > Event Manager	N/A
Event Name	Section 3	Official descriptive title or name of the master event.	Event Master > Event Title	N/A
Event Revenue	Section 1	Total net revenue generated by master events on the target date (Space Revenue + Package Revenue).	Calculated: Gross Daily Event Yield	❌ No
Event Status	All Sections	Operational lifecycle state of the event (e.g., `CONFIRMED`, `CANCELLED`, `ENDED`).	Event Master > Status Code	N/A
Event Type	Sections 2, 3	Classification category of the event (e.g., `Full Day Meeting`, `Board Meeting`, `Half Day Meeting`).	Event Master > Category Type	N/A
Group Number	Section 3	Primary unique master identification number assigned to the attached group block in the PMS.	Group Block Master > Group ID	N/A
Group Sales Administrator	Sections 2, 3	Full name of the sales administrator managing event contract administration.	Event Master > Sales Admin	N/A
Group Sales Representative	Sections 2, 3	Full name of the group sales representative who negotiated the agreement.	Event Master > Sales Rep	N/A
Market Segment	Sections 2, 3	Primary market segment classification linked to the event (e.g., `Convention and Visitors Bureaus (CVB)`, `Corporate_Business Segments`).	PMS Setup > Market Segment	N/A
Package Revenue	Sections 1, 2	Total net revenue generated from bundled event package elements.	Event Ledger > Package Charges	❌ No
Room Nights	Section 3	Total cumulative guest room nights picked up or occupied under attached group blocks.	Group Block Engine > Occupied Nights	N/A
Room Revenue	Section 3	Total net lodging revenue generated from attached guest room blocks.	Group Ledger > Net Room Charges	Yes
Service Manager	Sections 2, 3	Full name of the banquet or service manager executing event floor operations.	Event Master > Service Manager	N/A
Source	Sections 2, 3	Lead origin or booking channel source for the event (e.g., `3rd Party Booking`, `Internal`, `Phone calls`).	Event Master > Source Channel	N/A
Space Revenue	Sections 1, 2	Total net revenue generated from function room and meeting space rentals.	Event Ledger > Space Rental	❌ No
Start Date	All Sections	Calendar date or commencement date of the event, sub-event, or attached room block.	Event Master > Start Date	N/A
Sub event Revenue	Section 2	Total net revenue generated by a specific sub-event function (Space Revenue + Package Revenue).	Calculated: Net Function Yield	Yes
Sub Event Name	Section 2	Official descriptive name or function title of the sub-event.	Sub-Event Schedule > Function Name	N/A
Total Authorized	Section 3	Maximum upper threshold of guest rooms authorized for pick-up under attached group blocks.	Group Block Master > Authorized Cap	N/A
Total Contracted	Section 3	Agreed count of guest rooms formally contracted under attached group blocks.	Group Block Master > Contracted Block	N/A

Customization & Platform Features

User & Property Preferences

Personal Preference: Tailor your individual view by hiding or dragging columns. Your preferences save automatically for future sessions.
Property Defaults: System Admins can configure standard default layouts across all property users to streamline operational reporting. To maximize audit efficiency, group the columns into the below logical blocks:
- Section 1: Revenue By Status
  - Calendar Anchor & Event Status (Cols 1–2): Start Date | Event Status
  - Financial Revenue Stream Breakdown (Cols 3–5): Event Revenue | Space Revenue | Package Revenue
  - Volume Metrics (Col 6): Event Count
- Section 2: Revenue By Sub Event
  - Sub-Event Identity & Primary Locators (Cols 1–4): Sub Event Name | Event Confirmation Number | Event Status | Event Type
  - Schedule & Staff Assignments (Cols 5–12): Start Date | Created By | Event Manager | Catering Manager | Service Manager | Conference Coordinator | Group Sales Administrator | Group Sales Representative
  - Financial Revenue Breakdown (Cols 13–15): Sub event Revenue | Space Revenue | Package Revenue
  - Market Segmentation & Channel Source (Cols 16–17): Market Segment | Source
- Section 3: Revenue By Rooms
  - Master Event Identity & Primary Locators (Cols 1–5): Event Name | Confirmation No | Group Number | Event Status | Event Type
  - Schedule Window (Cols 6–7): Start Date | End Date
  - Room Block Volume & Financial Revenue KPIs (Cols 8–12): Total Contracted | Total Authorized | Room Nights | Room Revenue | ADR
  - Staff Accountability & Management Assignments (Cols 13–19): Created By | Event Manager | Catering Manager | Service Manager | Conference Coordinator | Group Sales Representative | Group Sales Administrator
  - Market Segmentation & Channel Source (Cols 20–21): Market Segment | Source

Use the top-right toolbar icons on the report page to manage and export your data view:

Icon	Action / Feature	Description
	Knowledge Article	Opens the knowledge base article to learn how to interpret this report.
	Saved Views	Saves your column filtering, sorting, and highlight preferences so you can easily reload your custom view later without reconfiguring the report.
	Filter	Opens filter controls to isolate specific data within a column based on your selected criteria.
	Highlight	Highlights column values in a designated color based on selected conditions.
	Export	Exports and downloads the report in various formats (Excel, PDF, CSV) for offline analysis or printing.
	Configure	Opens column selection controls to toggle visibility, reorder columns, or hide rows with all zeros.
	Additional Configuration	Provides advanced report configuration and display formatting options to customize data presentation.

Advanced Controls

Total Client Value Auditing: Review Section 2 (Revenue By Sub Event) and Section 3 (Revenue By Rooms) simultaneously to measure total spend across catering functions and guest room blocks for top corporate accounts.
Cancellation Loss Analysis: Filter Section 1 or Section 2 by Event Status = CANCELLED to audit lost space rental (Space Revenue) and package earnings (Package Revenue).
Highlighting (Conditional Formatting): Apply custom rules to automatically highlight high-yield confirmed functions (Sub event Revenue > $1,000), top room block revenue stays (Room Revenue > $2,000), or high ADR group blocks.

Within 🤝 Sales, Groups & Events Reports & 🥂 Event Management (EventKey):

All Events – Two-section master event summary and sub-event execution log.
Event Detail – Detailed chronological timeline of all daily functions and space allocations.
Event Revenue Summary – Granular line-item posting log for event catering charges, service fees, and taxes.

Cross-Pillar Deep Dives:

👥 Group Block: Cross-reference attached room block details (Group Number in Section 3) with Group Activity, Group Reservation Details, and Group Pickup Details to manage block pickup.
📊 Financial & Food & Beverage Management: Reconcile total catering event revenues (Event Revenue) with monthly trial balance and event details..